Have you noticed that your energy level fluctuates throughout the day? We all have our own natural rhythm. Many people have more energy in the mornings, and then experience an energy lull in the middle of the afternoon. Some people are “morning people” who jump right out of bed in the morning with lots of energy. Not me! Others of us are “night owls”. We get our second wind in the evening.
It’s important to be aware of your energy cycles, so you can plan your work around your energy levels. If you plan important work during your prime energy level, you can accomplish so much more! Think about it. How do you feel when you’re in prime time? You feel energetic – like you can tackle the world! This is your prime productivity time. Take advantage of it, and focus on activities that require a lot of concentration or creativity.
During prime time, focus on:
- Important tasks
- Critical decisions
- Problem solving
- Brainstorming/generating ideas
- Complex thought
If you try to do these tasks during your energy lull, it will take much more time. Resist the urge to do easy, trivial things during prime time. Save routine paperwork for times when you have less energy. By planning your work around your prime energy levels, you’ll be amazed at how productive you can be!
Electronic devices such as e-mail, voicemail, cell phones and PDAs are designed to make us more productive. They enable us to be connected 24/7 and have instant access to information. However, these devices also allow constant interruptions which can reduce our productivity. Nowhere in America do we use answering machines to screen out calls, and then have Call Waiting so we won’t miss a call from someone we didn’t want to talk to in the first place! Ironic, isn’t it? How can we use these devices to our advantage? How can we minimize these interruptions and distractions?
Here are tips to better manage voicemail and e-mail.
- Let your phone go to voicemail when working on an important project. This allows you to work uninterrupted.
- Use your voicemail greeting to answer commonly-asked questions. This will reduce the number of phone calls you receive.
- Schedule time to return calls and e-mail a few times a day. Many people get distracted by the phone and e-mail. Rather than checking your voicemail and e-mail consistently throughout the day, schedule time to do so. This will help you be more focused on the task at hand.
- Turn off e-mail notification. Do you get distracted by e-mail? My friend, Vicki, can’t resist seeing who e-mailed her every time she hears the tone indicating that she has mail. If you’re like Vicki, then turn off the tone, so you won’t be tempted.
- Read messages in your Inbox only once. Answer it immediately if possible, or delete it, or move it to a project-specific folder.
By following these tips to manage voicemail and e-mail, you can focus on your most important priorities and be more productive!
To learn more time management tips, listen to Take Control of Your Time CD.
In order to be most productive, you need to focus on your most important priorities. However, even when you’ve planned your day and prioritized your tasks, unexpected things come up. The boss gives you an important assignment, a co-worker asks for your help, or a customer calls for information. How do you handle these interruptions? First, assess the importance of the interruption. If it is both important and urgent, then address it immediately. Other times you may get interruptions that are untimely or even unnecessary – people stopping by your desk to chat or vendors calling to sell their services. These interruptions are what I call focus-breakers.
Interruptions happen every eight minutes on average in the workplace. No wonder we have a hard time getting our work done! This can be very distracting to say the least. The average interruption lasts 5-10 minutes, plus it takes about five minutes to recover and get back to work. That’s an average of 15 minutes per interruption.
Here are tips to effectively handle phone calls or visitors who stop by your desk when you’re working on an important project.
- Let your phone go to voicemail when working on an important project.
- If someone wants to discuss something that isn’t urgent, ask to schedule time to talk later.
- If someone just wants to visit or is rambling, ask, “How can I help you?” This helps them get to the point quickly.
- When someone enters your cubicle or office to talk, stand up. The conversation will last shorter if you’re standing rather than sitting.
- Close the door to your office. (Yes, it is okay to close your door!)
- If you work in a cubicle, then use a sign indicating that you’re busy, such as “Working on an important project” or “Working against a deadline”.
- Find a hideaway. If you’re working on a project that requires focused work, then find an empty conference room to work for a period of time. I used to do this when preparing to teach classes.
- Post available hours. This is especially helpful for managers and supervisors. Many supervisors think they need to always be available to their staff. However, you don’t need to be available ALL the time, or you’d never get anything done! Most employees understand and are agreeable to waiting until posted hours (unless of course, it’s urgent).
By following these tips to manage or minimize interruptions, you can focus on your most important priorities and be more productive!
For more time management tips, listen to the audio “Take Control of Your Time”.
How can you make the most of each day? Start by taking five minutes in the morning to plan your day. Planning will help you identify what’s most important for you to focus on today. Investing just a few minutes at the beginning of each day can make a significant difference in your productivity.
Each morning list your tasks and activities that you want to accomplish that day. Be realistic about what you can and cannot accomplish in the given time. Once you’ve listed your tasks, then prioritize them. Prioritize them according to importance (A, B, or C). “A” priorities are those things you must get done today or there will be a negative consequence. For example, let’s say you have a report that’s due today. Your boss needs this information for an important customer meeting tomorrow morning. If you don’t get it done, it will negatively impact the outcome of the meeting and your boss’ perception of your performance. “B” priorities are those things that are important, but not necessarily urgent. And “C” priorities are those that you would like to accomplish (such as filing or updating records); however there’s no real consequence if they don’t get done today.
The biggest mistake people make is labeling too many tasks as “A” priorities. Ask yourself, “Do I absolutely have to get this done today?” and “What is the consequence of not completing this task today?” These questions will help you determine if it’s truly an “A” priority. Another mistake people often make is trying to do too much (myself included). Be realistic about how much you can accomplish. When you estimate the time it will take to complete a task, it’s a good practice to double the time. Also allow for interruptions and the unexpected. You never know when something important will come up. When things come up, be flexible and willing to modify your priorities as needed.
Once you’ve prioritized your list, you’re ready to get started. Start by completing your “A” priorities and then move on to your “B” priorities. Once you complete a task, put a checkmark next to it. If you’re like me, you’ll gain satisfaction just by checking it off your list. By following these tips for planning your day, you’ll be more productive, effective, and satisfied!
Do you make the most of your time? How we spend our time impacts our productivity, effectiveness and our sense of accomplishment and satisfaction. The value of time cannot be underestimated. We all have 24 hours in a day – no more and no less. Many of us have so much to do that we wish we had 34 hours in a day. How can you make the most of your time? These tips for planning your week will help you spend your time more wisely.
I recommend you spend time at the beginning of each week to plan your week. Find a time and place where you won’t be interrupted for at least a half hour. I always do my weekly planning on Sunday night after the kids have gone to bed. Then I’m ready to start fresh and dive right into my tasks on Monday morning.
In order to ensure that you’re spending time on the most important things, set weekly goals that are aligned with your mission and values. I set goals for each important role in my life (such as wife, mother, business owner, speaker, coach, etc.). By doing so, I’m better able to balance my various roles in life. Therefore, I won’t spend all of my time on business and then neglect my family. Think about the various roles you play in life – both personal and professional. Maybe you’re a wife, a mother, a manager, a community volunteer, and friend. Don’t forget the role of “self”. We need to put our own self-care at the top of the list. Once you’ve identified and listed your major roles, then you’re ready to set goals.
Set 2-3 weekly goals for each role in your life. Ask yourself, “What is the most important thing I can do in each role this week that will have the greatest positive impact?” Goals related to personal relationships (i.e., role of wife, mother, friend, etc.) may involve spending one-on-one time with significant people in your life. Goals related to your work may involve strategic planning, completing projects, meeting with key people, etc. Goals related to yourself involve anything that refreshes you physically, mentally, emotionally, or spiritually; such as exercise, reading, recreation, prayer or meditation.
Once you’ve set your weekly goals, you’re ready to plan your week. Transfer your goals to your daily calendar. Either list an item as a goal for the day or schedule it on your calendar. Be sure to schedule time to refresh yourself each day, whether it’s physical exercise, time with friends or family, or just some quiet time to yourself.
By following these tips for planning your week, you’ll feel more productive, balanced, and satisfied!